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Request to Award 30- and 42-inch Sanitary Sewer Force Main-Lift Station Copyright 2014 City of Dubuque Consent Items # 15. ITEM TITLE: Request to Award 30-and 42-inch Sanitary Sewer Force Main and Lift Station Assessment and Rehabilitation Project SUMMARY: City Manager recommending authorization for the City to enter into a contract with Strand Associates to perform engineering consulting services including, but not limited to, survey inspection and assessment of the City's 30-and 42- inch sanitary sewer force mains and Terminal Street and Cedar Street Lift Stations SUGGESTED DISPOSITION: Suggested Disposition: Receive and File; Approve ATTACHMENTS: Description Type Sanitary Sewer Force Main and Lift Station Assessment City Manager Memo and Rehabilitation Project-MVM Memo Staff Memo Staff Memo Notes Supporting Documentation THE CITY OF Dubuque UBE I erica .i Masterpiece on the Mississippi 2007-2012-2013 TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: Request to Award Contract 30" & 42" Diameter Sanitary Sewer Force Main and Lift Station Assessment and Rehabilitation Project DATE: March 16, 2016 City Engineer Gus Psihoyos requests City Council authorization for the City to enter into a contract with Strand Associates to perform engineering consulting services including, but not limited to, survey inspection and assessment of the City's 30" and 42" sanitary sewer force mains and Terminal Street and Cedar Street Lift Stations for an amount not to exceed $122,935. 1 concur with the recommendation and respectfully request Mayor and City Council approval. Mic ael C. Van Milligen MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Teri Goodmann, Assistant City Manager Gus Psihoyos, City Engineer THE CITY OF .. DUB DUB E fAlll•AmmeedcaCC�ity 1111111 Masterpiece on the Mississippi ).00'1.2012.2011 TO: Michael C Van Milligen, City Managor 1; FROM: Gus Psihoyos, City Engineer � • DATE: March 15, 2016 RE: Request to Award Contract 30" & 42" Diameter Sanitary Sewer Force Main and Lift Station Assessment and Rehabilitation Project INTRODUCTION The purpose of this memorandum is to request authorization for the City to enter into a contract with Strand Associates of Madison, Wisconsin to perform engineering consulting services including, but not limited to survey inspection and assessment of the City's 30" and 42" sanitary sewer force mains and Terminal Street and Cedar Street Lift Stations. BACKGROUND In general, the force main system is comprised of lift stations and pressure sanitary sewers known as force mains. Each component of the lift station and force main system requires periodic evaluation and improvements to continue its vital role in conveying the City's wastewater. Approximately 80% of wastewater that flows to the Water & Resource Recovery Center for treatment arrives via the City's Cedar Street and Terminal Street lift stations through a 30" and 42" force main network, the remaining 20% arrives via the Catfish Creek Lift Station through an 18" force main. A large majority of the force main is located along the river and is parallel to the CN Railroad. The City's force main system is showing signs of wear and should be evaluated so that system improvements can be planned. Notably, several sections of the 42" force main along the banks of the Mississippi River are exposed and need to be further secured, a sluice gate at Terminal Lift Station requires replacement, and the Terminal Street valve house needs to be upgraded to ensure flows can be redirected for the replacement of the sluice gate at Terminal Street lift station. The City sought qualified professional service proposals in October 2015. On November 6th, the City received four proposals. The proposals were from hbk Engineering of Iowa City, Iowa; Horner Shifrin of St Louis, Missouri; the team of HDR & WHKS of Des Moines, Iowa; and the team of Strand Associates & IIW of Madison, Wisconsin. At the January 11, 2016 Council meeting, approval was sought and granted to enter into contract negotiations with Strand Associates. R PROJECTS\30 and 42 inc FM and LS Assessment Proj 2015\RFQ\Force Main RFP Award Memo March 3 2016.docx DISCUSSION Following further discussion with Strand Associates on February 5, 2016, Strand has submitted a revised project phasing statement which better serves the City along with a revised cost proposal. Strand demonstrates a clear understanding of the scope and a prioritization method in sync with the proposal request. They recognized the critical issues of the exposed force main and the need to immediately address the evaluation of the Terminal Street Lift Station; and reprioritize other items into later phases. The following key points are taken from the revised project scope as negotiated on February 5, 2016: Revised Phase 1 — FY2016 ➢ Assessment (including initial assessment by [Strand] team as well as any required detailed condition assessment by a third party inspection firm) of Terminal Street Pumping Station and the associated force main are highest priority and should be completed as soon as possible in 2016. Assessment of the Cedar Street Pumping Station and force main can be de-coupled from the first phase of this project and bumped back to a later date. ➢ The results of the assessment of the Terminal Street Pumping Station and force main will greatly impact the next phases of the overall project, including the need for any emergency repairs or longer term improvements to this infrastructure. ➢ City would likely fund any capital improvements associated with the Cedar and Terminal pumping stations and force mains via SRF loans. For this reason, it would be beneficial if the reporting for the project met the SRF facilities planning requirements. A planning initiation meeting between the City and IDNR will be held in the near future. ➢ Preliminary costs for additional assessments of Cedar Street Pumping Station and force main as well as preliminary costs for capital improvements will need to be identified as part of the 2016 assessments so the City can include these costs in the 5-year capital improvements plan. This plan is developed in September of each year. Strand Associates also provided a preliminary estimate to conduct an internal inspection of the force main between Terminal Street Lift Station and the W&RRC. The internal inspection of the force main will be conducted by a third party due to the nature of the work and specialized equipment to complete an internal inspection without taking flow offline. Currently, Pure Technologies of Alberta, Canada is a leader in infrastructure inspection technology and would be a possible third party candidate to conduct the inspection. The estimate to conduct the necessary internal inspection is approximately $350,000.00; final costs for this work will be competitively sought and will be presented for approval under separate correspondence. BUDGETIMPACT The consulting engineering project is funded through CIP 7102606 Cedar and Terminal Street Force Mains and Lift Station Assessment and Improvements, in the amount of F:\PROJECTS\30 and 42 inc FM and LS Assessment Proj 2015\RFQ\Force Main RFP Award Memo March 3 2016.docx $250,000. The project is phased as it is unknown at this time of the final cost of the improvements until after the assessment phases listed below are completed. The original proposal from Strand Associates to complete the assessment phases totaled $148,881.00. Following reprioritization of the phases and Strand's scope clarification the contract has been renegotiated to not exceed $122,935.00. REQUESTED ACTION I respectfully request authorization for the City to enter into a contract with Strand Associates of Madison, Wisconsin to perform the work presented in the February 5, 2016 Meeting and Proposed Changes to Project Scope and Level of Effort document as provided by Strand and hereby attached, the amount of$122,935.00. Attachment: February 5, 2016 Meeting Notes and Agreed to Project Changes as prepared by Strand Associates. cc: William O'Brien, Acting Plant Manager, WRRC Steve Sampson Brown, Project Manager Denise Ihrig, Environmental Engineer I F:\PROJECTS\30 and 42 inc FM and LS Assessment Proj 2015\RFQ\Force Main RFP Award Memo March 3 2016.docx Summary of February 5, 1016 Meeting and Proposed Changes to Project Scope and Level of Effort Key Discussion Points: • Assessment (including initial assessment by SAI team as well as any required detailed condition assessment by a third party inspection firm) of Terminal Street Pumping Station and the associated force main are highest priority and should be completed as soon as possible in 2016. Assessment of the Cedar Street Pumping Station and force main can be de-coupled from the first phase of this project and bumped back to a later date. • The results of the assessment of the Terminal Street Pumping Station and force main will greatly impact the next phases of the overall project, including the need for any emergency repairs or longer term improvements to this infrastructure. • Currently Available 2016 Budget: o $250,000 for engineering and 3rd party inspection firm for condition assessment of force main. This was also intended to provide money for any immediate repair needs associated with the 42-inch force main. o $260,000 for replacement of the sluice gates at the Terminal Street Pumping Station. • City is working on an initial emergency response plan. SAI does not need to include this in their scope of services for the first phase of the project (2016). • City would likely fund any capital improvements associated with the Cedar and Terminal pumping stations and force mains via SRF loans. For this reason, it would be beneficial if the reporting for the project met the SRF facilities planning requirements. A planning initiation meeting between the City and IDNR will be held in the near future. • Iowa SRF planning and design loans will also be considered for the assessment and planning phases of the project. More information is available at: http://www.iowasrf.com/program/planning design loans/ • Estimated costs for detailed condition assessments would be helpful for budgeting purposes. Costs from Pure Technologies to perform detailed condition assessments on both force mains and the abandoned 30 inch force main along the river should be requested. • Preliminary costs for additional assessments of Cedar Street Pumping Station and force main as well as preliminary costs for capital improvements will need to be identified as part of the 2016 assessments so the City can include these costs in the 5-year capital improvements plan. This plan is developed in September of each year. Proposed Changes to Project Phasing Note -based on changes described below, the task numbering in the associated task and deliverable figure and fee spreadsheet have changed. Please refer to these updated documents included as attachments to this summary. • Phase 1A now includes the initial risk-based assessment of the Terminal Street force main, the assessment of the Terminal Street Pumping Station, detailed condition assessment of the Terminal Street force main by a third party condition assessment firm, and necessary reporting (technical memorandum)to document the results of these tasks. SAI's project scope for 2016 will include Phase 1A only. It is anticipated that all of phase 1 A will be completed prior to September, 2016, allowing for preliminary costs to S:\MAD\1100--1199\1154\051\Wrd\Summary of Modifications to Project Scope 2016-02-10\Summary of Modifications to Project Scope 2016-02-10.docx be developed for the City's 5 year CIP. Tasks associated with subsequent phases of the project will be highly contingent upon the results of phase 1A and it is anticipated a final determination of future project phases and tasks will occur after the conclusion of Phase 1 A. • Phase 1 B will likely include a risk based assessment and detailed condition assessment of the Cedar Street force main and an assessment of the Cedar Street Pumping Station. It is anticipated that Phase 1B will occur in 2017. • Phase 1 C will include an alternatives analysis for long-term improvements to the Terminal Street and Cedar Street Pumping Stations and both associated force mains. Alternatives to be evaluated will be determined at the conclusion of all assessments. It is anticipated that this will also occur in 2017 immediately following the conclusion of Phase 1 B. The reporting associated with this task, in combination with the reporting associated with prior phases, will meet the SRF program requirements for a facilities plan. The recommendations from this alternatives evaluation will provide opinions of probable construction cost associated with capital improvements to this system which can be included in the City's CIP. It is anticipated that this phase will also include analysis of alternatives for rehabilitation of the Terminal Street Pumping Station. If the results of Phase 1A(detailed condition assessment) require expedited repairs to the Terminal Street force main, this project may also be expedited as bypassing of(portions of) the force main will likely be needed which may also provide a good opportunity to complete rehabilitation at the Terminal Street Pumping Station. • Phase 2 may include an emergency maintenance project associated with the Terminal Street force main. The timing and need for this project will be highly contingent upon the results of the condition assessment. It is possible that Phase 2 will need to be started prior to Phases 1 B and 1 C if the condition assessment identifies needs for immediate repair. • Phase 3 remains largely unchanged and will likely include design and construction of any pumping station and force main improvement projects. Timing of Phase 3 will be highly contingent on magnitude of recommended improvements. • Phase 4 also remains largely unchanged and includes development of an annual maintenance program and integration into the City's GIS. Propgs2Q Qhao-q2s Al Proiggj Scope for 2016 The scope and associated effort by the SAI team has been modified to better meet the City's immediate goal of gathering condition assessment data of the Terminal Street Force Main. Our modified scope will provide the City with a complete assessment and reporting of this force main and the Terminal Street Pumping Station prior to September of 2016 which will allow the City to include costs for subsequent phases of the project in the 5-year CIP. This will also allow the City to determine (in 2016) if there are immediate needs for rehabilitation of the Terminal Street Force Main or if improvements to this system can be delayed until assessments of the Cedar Street Pumping Station and force main can be completed. Information related to the development of the updated costs follows: • The original project scope/fee for the risk-based assessment model (Fee= $69,355) was divided into 3 main tasks. o Approximately 1/3 of the fee was associated with the initial model development- work related to identifying parameter to be included in the assessment, weighting factors, and development of the supporting spreadsheets, etc. SAMAW 100-11990 1540511WrdiSamimry of Modifications to Project Scope 2016-02-10`Summary of Modifications to Project Scope 2016-02-10.docx 1 o Approximately 1/3 of the fee was associated with gathering/researching information and populating the spreadsheet for the Cedar Street force main. This has been removed from Phase 1A and will now be completed in Phase 1 B o Approximately 1/3 of the fee was associated with these same tasks for the Terminal Street force main. We have further reduced the effort associated with these tasks (1A.6 through 1A.9) by reducing the "resolution"that we originally proposed with the risk-based assessment model. In summary, the initial risk based assessment model of the Terminal Street Force Main will be more "coarse" as we will not be analyzing as many parameters as we originally proposed. This should still provide us with enough information to make good decisions regarding the types/extents of the detailed condition assessment that will be needed. As we work through this process, it is possible that the project team identifies the need for additional data or resolution. • We have removed the Cedar Street Pumping Station assessment from our scope. This will now be completed in phase 1 B. • We have added the reporting associated with the Terminal Street Pumping Station assessment to the project scope. This was added to task 1A.13. To improve efficiency, we have combined this reporting with the reporting of the initial assessment of the force main in Technical Memorandum No. 1 rather than creating a standalone technical memorandum. Although hours associated with Technical Memorandum No. 1 have been redistributed slightly among project staff, the total effort associated with Technical Memorandum No. 1 has remained unchanged. This is a result of eliminating the reporting associated with the Cedar Street force main, and adding the reporting associated with the Terminal Street Pumping Station. • We have added task 1A.15 to our project scope. This task involves coordination with the selected third party condition assessment firm, various City departments, regulatory agencies, and the railroads before and during the detailed condition assessment process. • We have added task 1A.16 to our project scope. This task involves updating the risk- based assessment model with the results of the detailed condition assessments. • We have added task 1A.17 to our project scope. This task involves developing Technical Memorandum No. 2 which will include a summary of the results of the detailed condition assessment of the Terminal Street force main by the third party assessment firm and the findings from the updated risk-based assessment model. Approximate Total Phase 1A Costs, 2016 • SAI fee = $123,000 • Possible third party inspection fees (Assuming Pure Technologies, Smart Ball and Pipe Diver assessments of Terminal Street Force Main only) = $310,000 • Potential additional costs for modifications necessary to launch tools = $10,000-$40,000 • Total approximate 2016 costs associated with assessments of the Terminal Street Pumping Station and force main (Phase 1A) = $443,000 to $473,000 SAMAD11100--11W11541051 WrdlSurnmary of Mod1@cations to protect Scope 2016-02-10LSwnmary of Mod;ficalions to Project Scope 2016-02-10.docx Approach / Sequence Project Deliverable Approach Provides Significant Collaboration With City and Leads to Successful Project 2 Anticipated Project Start Date: 18.7 Develop Risk -Based Assessment Model • Determine Analysis Segments • Determine Risk FactorsNVeights (e.g„ age. pressure, exposure, • Determine Consequences Factors (e.g., location, environmental impacts) • Significant Collaborabcn weft City 14.5- Establish Contact th Railroad nd Army Corps of Engineers • Identify Contacts • Identify Required Permits 10.4 Kickoff Meeting 10.6 Review Existing Information • Record Drawings • Failure History • Soils • Photos 14..9 Complete Desktop{evel Risk -Based Assessment Using Existing Data and the Results of the Field Survey Information Will Be Populated into the Risk -Based Assessment Model RFP Tasks 1.1, 1.2, 1.3 14..6. Conduct Field Survey of Terminal Street Force Main • Review Force Main Route • Assess Exposed Areas • (valves manholesexposed areas along river) • Assess Air Release Valves • Assess Condition of Wood tales RFP Tasks PM & 14.1 RC Program RFP Tasks PM & 18.3 Initial Uata Request • Record Dravnngs • Sols Information • Failure History • Operating Condition RFP Tasks PM & A :A.2: Submitted At Project Kickoff and Updated Monthly • Work Bkdown Structure/Task Outline • Schedule • Total ProjectCost Budget • Progress Report 14.10 Identity Data Gaps and Needs for Additional Condition Assessment Data • Deanne n ne Adtlt lJ ta Nds Using Model Results • Delineate High, Medium. and Low -Risk Pipe Segments RFP Tasks 1.4, 1.5, 2.3 14.11. Identity Most Suitable Condition Assessment Technolojle Considerations. • Differing Pipe Materials • Internal vs. External Corrosion • Access to lntenor or Ertenor of Pipe • Data Resolution and Confidence RFP Task 3.1 14..12: Complete Terminal Street Lift Station Assessments Mechanical Structural Costngs 14,15 Detailed 11:10600 dror Exterior Condition Assessment • Assist City in Solcitng Proposals • Coordinate with Selected Assessment F m • Coordinate with Mechanical Contactor (if necessary to create toollaunch/retrieval points) • Observe Assessments • Coordinate with City, Regulatory Agencies. ane Railroad During Assessment • 14..15' Update Risk -Based Assessment Model with Detailed Condition Assessment Data ntjcjpated Ph Phase 18 - Cedar Street Pumping Station Ytd Force Main Assesnent RFP Task 3.1 18.2 t. edar Street Lffl Station A';;msment H 1 • Arlar Street re Main 14sk- az o ASSvssrt•nt ,P4 11 taded Interior end't.r xronor.`maitre et at Swim Street Serf Mats; RFP Task 1.6, 3.2 1A ".ecLnica8Memo el Section 1: Introduction Section 2: Summary of Field Survey and Existing Informaton Section 3: Risk -Based Assessment Model Development Section 4: Recommendations for Additional Conditon Assessment Section 5: Term al Street Lift Station Assessment Summary Section 6 Terminal Street Lft Sown Rehabilitation Reeommendaoons Ie' Notes: All deliverables will be submitted to City in draft format prior to finalizing, in order to provide City ample time for review and comment Figure 2- Project Approach and Scope of Services Summary RFP Task 1.6 18.14: Bid Documents, Subcontractor Scope of Services for 14.17 Technical Memo /12 Detailed Force Main Section 7: Detailed Condthon Condition Assessment Assessment results. t Section 8: Updated Risk- - • Based Assessment Model j 14,3Te- tlnr ai Mem.. 03 Update Sections 4-6 with Cedar Street Pumping Station and Force Main Information 1A5 Te•hnicre Memo I/O Update Sections 74 with Cedar Street Force Main Information Included in Proposed 2016 Fee Not Included in Proposed 2016 Fee Phase 1C -CIP Alternatives Analysis 1.f s s ve Yate von -vied All., a • la'entfy P mping Station and Force Mao Renewal Alternatives - Complete Analysis of Alternatives • Provide Recommendations. F mai .a.,pa-1 Section 9: Pumping Station and Force Moan improvements Alternatives Analysis Section 10 Receminem deans Phase 2 - Maintenance Project / Safety and Emergency Response Pla RFP Tsk 2.1 rn bun RFP Task 2.1 _ c Bidditrg RFP Task 2.2 Ucvelop Sakti a,14 merge,: R Pan, AI at RFP Tk 2.1 uesrgn ., Prepare Bid Document for Maintenance of 424mch Fong,-.,. Mad Near Railroad / River RFP Task 2.2 z4 ' .atnty and ntergent q Re^..p..nn.• elan RFP Tk 2.1 2.4 Bei anent lo. 424n. n F or a Main Sagge Phase 3 - Lift Station and Valve House Rehabilitation Project REP Tasks 3.3 3.4 -11R, d DO,on_.'s for Lift Station and Valve 1400s0 Rchabdnatroa RFP Tasks 3.3, 3.4 3.2: Bidding Services RFP Tasks 3.3, 3.4 .4. RFP Tasks 3.3, 3.4 • 1 at Stationx ane dab Hem. P• tis r 214 1 in .drient- Phase 4 - Annual Maintenance Program Development; GIS Imo RFP Task 4.2 f Aarrat 11111110 RFP Task 41 r.., . Froslata -d n • R sk .Assessment C0tate Pnicess • ARV Maintenance • Ins tie into CMOM, RFP Task 4.1 /rt REVISED 2/20116 City of Dubuque i Sanitary Sewer Force Main and Lift Station Assessment and Rehabilitation Project Preliminary Task List and Budget _ Strand Staffing (80%) Subconsuttant Staffing (20%) Totals LLA °= ' o 05 c- d y `m a g ¢ ', c,y g a = o �,y a a a c a, m a 3'o w o a o o o, " o d W o to in cn i t `o s s co c!9 a o g§- - y O g o .aa co in Total Hours Total Fee (with Expenses) BillintRate $ 161 $ 203 $ 100 $ 187 $ 110 $ 157 $ 100 $ 80 $ 150 $ 139 Task Corresponding Description RFP Task No. Project Management General PM Activities/Project Updates/Progress Meetings 40 20 20 80 12 12 24 104 $ 15,775 Phase 1A: Preliminary Assessment (RFP Phase 1, Tasks 1 through 6) Task 1A.1, 1A.2, 1A.3: PM&A SubmitOA/QC Program and Initial Data Request 2 2 8 4 16 1 1 2 18 $ 2529 Task 1A.4: Kickoff Meeting/Preliminary Tasks 12 16 8 4 40 0r 40 $ 6,220' Task lA.S: Establish Contact with Regulatory Agencies and Railroads/Permitting Requirements 24 32 0 32 $ 4,385 Task tA.6: Review Existing Information 8 18 8 4 4 42 12 2 14 56 $ 8,950' Task 1A.7: Develop Risk -Based Assessment Model 8 4 12 2 40 2 2 70 12 8 20 90 $ 13,421 Task 1A.8: 1.1 1.2 1.3 Conduct Field Survey of Terminal Street Force Main 8 14 8 8 38 14 14 52 $ 8,057 Task 1A.9: Complete Desktop -Level Risk -Based Assessment of Terminal Street Force Main 2 2 8 28 4 44 8 2 10 54 $ 7,891 Task 1A.10: Identify Data Gaps and Needs for Additional Assessment Data of Terminal Street Force Main 2 6 6 14 6 6 20 $ 2,918 Task 1A.11: 1.4, 1.5, 2.3 Identify Most Suitable Condition Assessment Technology for Terminal Street Force Main (Includes RFP Phase 2, Task 3) 14 6 24 6 6 30 $ 4,198 Task 1A.12: 3.1 i Complete Terminal Street Lift Station Assessment (RFP Phase 3, Task 1) 4 2 26 10 42 0 42 $ 8,191. Task 1A.13: 1.6, 3.2 Tech Memo No. 1: Summary of Initial Field Survey and Risk -Based Assessment of Terminal Street Pumping Station and Force Main 12 6 30 16 16 8 4 20 112 12 4 16 128 $ 19,304 Task 1A.14 1.6 Prepare Bid Documents for Detailed Condition Assessment (RFP Phase 1, Task 6, Last Sentence) 8 2 24 4 38 8 8 46 $ 6,616 Task 1A.15 Assistance with Detailed Interior or Exterior Condition Assessments by Third Party Inspection 20 2 30 4, 4 34 $ 5,003 Task 1A.16 Update Risk -Based Assessment Model with Detailed Condition Assessment Data 4 8 16 28 4 4 32 $ 4,501 Task 1A 17 Tech Memo No. 2: Summary of Detailed Condition Assessment Results and Updated Risk -Based Assessment Model 4 2 12 12 4 34 2 2 36 $ 4,975 Revised 2/12/2016 TOTAL 134 18 236 62 130 36 10 58 684 101 29 130 814 $ 122,935 S:\MAD\1100--1199\1154\051\Spr\Fee Development - Updated 2-10-2016.xise / Revised Scope 2-10-16 2/12/2016 / 1:36 PM