Item 8BAGENDA ITEM # 8B
JULY 14, 2008
CITY OF ATLANTIC BEACH
CITY COMMISSION MEETING
STAFF REPORT
AGENDA ITEM: Memorandum of Understanding -Atlantic Beach and Neptune Beach Wastewater and
Reclaimed Water Shazing Evaluation
SUBMITTED BY: Donna Kaluzniak, Utility Director
DATE: June 30, 2008
BACKGROUND: Because of the new Total Maximum Daily Load requirements, the City of Atlantic
Beach will need to reduce the amount of nitrogen our wastewater treatment plants discharge to the St. Johns
River. The new regulations will require treatment plant upgrades and/or the rerouting of flow between the
plants.
The City Commission awarded a contract to HDR Engineering, Inc. for preliminary and final design of the
improvements. I-)DR is currently completing preliminary design work.
The City of Neptune Beach will also have to meet the new regulations, and is interested in the possibility of
sending some or all of their wastewater flow to Atlantic Beach for treatment. Preliminary engineering to
determine each city's costs to transfer flows will be needed.
By working together, an overall cost savings and environmental benefits may be realized by both cities.
HDR has given us a price of $43,076 to complete the additional engineering, and the extra work will add two
months to the completion time.
BUDGET: Adequate funds were budgeted under TMDL Engineering in the Sewer Fund, account number 410-
5508-535-6300.
RECOMMENDATION:
• Approve the Memorandum of Understanding -Atlantic Beach and Neptune Beach Wastewater and
Reclaimed Water Sharing Evaluation (MOU) and authorize the Mayor to sign the MOU.
• Approve the amendment to HDR's contract (Task Order No. 2) in the amount of $43,076 and authorize
the City Manager to sign the Task Order.
ATTACHMENTS: 1. Memorandum of Understanding -Atlantic Beach and Neptune Beach
Wastewater and Reclaimed Water Sharing Evaluation
2. Scope of Work and Cost Proposal for Task Order No. 2 from HDR
Engineering, Inc.
REVIEWED BY CITY MANAGER:
AGENDA ITEM # 8B
JULY 14, 2008
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CITY OF ATLANTIC BEACH 8~ NEPTUNE BEACH WASTEWATER/RECLAIMED
WATER SHARING EVALUATION
PHASE I -Information Sharins>t Directives
PHASE II -Preliminary Assessment
Involved Parties
City of Atlantic Beach (COAB) & City of Neptune Beach (CONB)
Goals
Program goals are:
• Joint Cooperation to meet TMDL Regulations
• Going Green with Reuse Water
• Reduction of Wastewater Surtace Water Discharge to St Johns River
• Reduction of Use of Potable Water for Landscape Irrigation.
• Share all information and related costs between both cities
• Share cost savings of finding the most efficient way to meet nitrogen loading
requirements
• Complete Phase I/II and develop all cost evaluations in a common document with
program recommendations for presentation to elected officials
Both cities will cooperate & exchange information and prepare a phased program to
evaluate the joint wastewater/reuse program. Phase I (Information Sharing Directives)
would be the sharing of information; Phase II (Preliminary Assessment) would be the
planning and evaluation of data, costs, and alternatives review. After the completion of
the COAB/CONB WW/Reuse Sharing Evaluation, if the recommendation is to proceed
with a Joint City TMDL Compliance Program, the study results will be represented to
elected officials of both cities. If approved by both cities, a joint interlocal agreement will
be drafted and approved. A new Phase III program (each city may have independent or
combined programs) would be developed for the design and implementation of the
approved program(s).
CostlBenefit Evaluation
In order to fully evaluate the cost/benefit and advantages of both beach cities working
together on TMDL Compliance Issues, each city will evaluate both independent and joint
options for TMDL Compliance. The differential in costs between "independent" city
compliance versus "joint" city participation for compliance, will determine the cost/benefit
of the program (actual cost savings). The cost/benefit evaluation methodology is detailed
below:
1. COAB/CONB will each develop programs and total costs (capital and 08~M) for
independent TMDL Compliance within their respective cites and water/sewer
service area. Each city program will be based solely on compliance without each
other city involved. Based on evaluation of their independent program options,
each city will develop their lowest cost option - "Best Case -Independent City
TMDL Compliance Costs".
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COAB/CONB WIN/REUSE SHARING EVAL.
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2. After the "Best Case -Independent City TMDL Compliance Costs" for each city
is finalized, the total of both cities' costs will be combined into a total "Base Case
- Independent Citv TMDL Compliance -Total Costs°. These total costs (the costs
of both cities independent programs combined) will be the benchmark to
compare any total savings developed under the joint beach city program -
COAB/CONB WW/Reuse Sharing Program.
3. Under the COAB/CONB W1N/Reuse Sharing Program, there are four joint
altematives (see Joint Altematives for Consideration below), that will be
evaluated for total costs (capital and 08~M). While these are joint programs, each
city will independently develop total costs (capital and O&M) associated with the
part of the program that is within their city water/sewer service area. In the area
of Atlantic Boulevard where the two city utility service areas do not overlap,
COAB will develop costs to the Southside of Atlantic Boulevard. The costs
developed by the two cities, will be compared and both cities will agree on the
total costs and develop the most viable lowest cost alternative of the four
altematives -referred as "Best Case- Joint City TMDL Compliance Costs of the
Four Altematives".
4. The cost/benefit of the independent or joint city programs will then be finalized by
comparing the "Base Case -Independent City TMDL Compliance -Total Costs"
versus the "Best Case- Joint City TMDL Compliance Costs of the Four
Alternatives".
5. The end results of the COAB/CONB WW/Reuse Sharing Evaluation will be either
a cost savings for independent city TMDL compliance or joint citx TMDL
compliance. This evaluation will establish the cost/benefits of working together or
independently to fully comply with TMDL regulations.
For the CostlBenefit Evaluation Program to adequately serve both beach cities, both
cities will need to fully share their findings w~h each other.
Joint Alternatives for Consideration
While both cities will develop independent altematives for TMDL Compliance such as an
upgrade of their WWTP facilities to Advanced Wastewater Treatment (AWT) Facilities to
comply with the TMDL Regulations, the cooperative agreement between the two Beach
Communities will evaluate joint altematives for consideration. The joint options include:
1. CONE to transport a portion of the cityy's untreated wastewater flow from their
wastewater collection system to COAB wastewater transmission system. A
portion of the CONB VWV flow will be treated at the COAB WWTP#1 on a
permanent basis.
2. CONB to transport a rtion of the city's untreated wastewater flow from their
wastewater collection system to COAB wastewater transmission system. A
portion of the CONB WW flow will be treated at the COAB WWTP#1 on a
temporary basis (5 to 10 years); allowing CONB to construct needed
improvements to CONE facility.
3. CONE to transport the entire city's untreated wastewater flaw from their
wastewater collection system to COAB wastewater transmission system. All of
the CONB WW flow will be treated at th® COAB WWTP#1
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COAB/CONB WW/REUSE SHARING EVAL.
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4. In combination with any of the options above or as an independent option, COAB
may send approximately 100,000 gpd of reuse quality water to CONE for their
use on potential irrigation sites.
Data/Needs from City of Neptune Beach
Phase I
• TDML -Annual Amount of Nutrients to Be Removed from St. Johns River
• Current FDEP Permitted Wastewater Capacity
• Current FDEP Operating Permit & Hours of Operation
• Current Wastewater Treatment Operating Support Staff
• Current Wastewater Monthly Operating Reports and Summaries
• Average Daily Wastewater Flow to be Sent to COAB
• Maximum Daily Wastewater Flow to be Sent to COAB
• Peak Houdy Wastewater Flow to be Sent to COAB
• Projected Wastewater Flow - 20 Year Planning (Overall Total & Amount to
be sent to COAB on a permanent basis)
• Projected Wastewater Flow - 5-10 Year Planning (Overall Tota18~ Amount to
be sent to COAB on a limited basis)
• Size of Force Main Interconnection & Projected Point of Connection Between
CONB 8 COAB
• Reuse demands/projections
• Provide additional information as requested by COAB
• Special Needs to be Defined by CONB
• Attend joint city meetings
Phase II
• CONB to develop plan and costs for independent TMDL Compliance =Best
Case -Independent City TMDL Compliance Costs" and provide to COAB.
• CONE to develop plan for improvements within their wastewater transmission
system to transport flow to COAB (Southside of Atlantic Boulevard) and
establish total costs (capital and O&M) for each of the four Joint Alternatives.
• CONE to develop plan for reuse improvements within the City of CONB and
provide reuse demands as well as connection points at the boundaries of
their service area
• CONE assist with the development and completion of the Best Case- Joint
Citv TMDL Compliance Costs of the Four Altematives°.
• Assist with the determination of nutrients to be removed based on
alternatives selected
• In the event that acceptance of combined wastewater treatment facilities
results in a reduction of Neptune Beach Public Works (Utility)employees,
assist with development of plan for transferring of operational employees
from Neptune Beach to Atlantic Beach employment.
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COAB/CONB WW/REUSE SHARING EVAL.
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• Assist with development of short or long term interlocal agreement
• Assist with development of all cost evaluations in a common document with
program recommendations for presentation to elected officials
• If recommendation is to pursue a joint TMDL Compliance Program, present
findings to elected officials at CONB
• tf approved by elected officials, meet with COAB to establish Phase III Scope
of Work (Design/Construction Administration)
• Provide additional information as requested by COAB
• Attend joint COAB/CONB meetings
Data/Needs from Citv of Atlantic Beach
Phase I
• Receive and review CONB data
• Any Special Needs to be Defined by COAB
• Provide additional information as requested by CONE
• Attend joint city meetings
Phase II
• COAB to develop plan and total costs for independent TMDL Compliance -
"Best Case -Independent City TMDL Compliance Costs". COAB to receive
CONB best case costs and combine in one document as "Base Case -
Independent City TMDL Compliance -Total Costs"
• COAB to develop plan for improvements within their wastewater transmission
system to transport WW Flows from CONE to COAB WWTP#1. Develop total
costs (capital and O&M) for each of the four Joint Altematives.
• COAB to develop plan for improvements within their wastewater treatment
system to treat WW Flows from CONB at COAB WWTP#1. Develop total
costs (capital and O&M) for each of the four Joint Altematives.
• COAB to develop plan for reuse improvements to serve CONB based on
information provided by CONB.
• COAB (assisted by CONE) to complete the Best Case- Joint City TMDL
Compliance Costs of the Four Alternatives".
• Determine Most Viable Point of Connection for CONE south of Atlantic Blvd
• COAB (assisted by CONB) to finalize the results of the COAB/CONB
WW/Reuse Sharing Evaluation program to determine cost savings
(independent city TMDL compliance or joint city TMDL compliance).
• COAB/CONB develop Cost Share Program Between the two Beach
Communities
• In the event that acceptance of combined wastewater treatment facilities
results in a reduction of Neptune Beach Public Works (Utility)employees,
assist with development of plan for transferring of operational employees to
COAB employment.
• Assist with development of short or long term interlocal agreement
• COAB (assisted by CONE) prepare common document with project costs and
program recommendations for presentation to elected officials
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COAB/CONB INW/REUSE SHARING EVAL.
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• If recommendation is to pursue a joint TMDL Compliance Program, present
findings to elected officials at COAB
• If approved by elected officials, meet with COMB to establish Phase III Scope
of Work (Design/Construction Administration)
• Provide additional information as requested by COMB
• Attend joint city meetings
Task Schedule
Phase I -Information Exchange
After both cities agree on the COAB/COMB WW/Reuse Sharing Evaluation program,
Phase I/II Task items will proceed. COMB and COAB will obtain information and
exchange information (Da#a/Needs of COAB/COMB) over a three week r~eriod
Phase II -Preliminary Assessment
A meeting will be held befinreen both parties to discuss Phase II -Preliminary
Assessment to set the schedule. Any future work items -Phase III -Implementation will
be addressed under a separate agreement.
Schedule for completion of work by COAB (TMDL Compliance Study) that will provide
the results required for - "Best Case -Independent City TMDL Compliance Costs" is an
ongoing project that is anticipated to be complete in the Fall of 2008. The other work
items associated to as the findings detailed above in this document are anticipated to
require another 30-60 days after completion of the TMDL Compliance Study.
Schedule for completion of work by COMB is .April 17, 2009. The
COMB can withdraw from this agreement if at any time their consultants determine that
their independent City TMDL Compliance Cost is estimated to be under three million
X3,000,000 dollars.
Acceatance Sis~natures
1 hereby accept the above terms and agreements of the COAB/CONE WW/Reuse
Sharing Evaluation program
ATTEST:
By:
LISA VOLPE
CITY CLERK
CITY OF NEPTUNE BEACH
By:
DICK BROWN
MAYOR
ATTEST: CITY OF ATLANTIC BEACH
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By:
DONNA BUSSEY
CITY CLERK
By:
JOHN MESERVE
MAYOR
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AGENDA ITEM # 8B
JULY 14, 2008
Task Order No 2
Scope of Work
Coordination/Consultation with Neptune Beach
Concerning Transfer of Wastewater Flow to Atlantic Beach
WWTP
6/30/08
TASK ORDER
This Task Order pertains to an Agz~eement by and between City of Atlantic Beach
("OWNER"), and HDR Engineering, Inc. ("ENGINEER"), dated _December 4, 2008,
("the Agreement"). Engineer shall perform services on the project described below as
provided herein and in the Agreement. This Task Order shall not be binding until it has
been properly signed by both parties. Upon execution, this Task Order shall supplement
the Agreement as it pertains to the project described below.
TASK ORDER NUMBER: 2
PROJECT NAME: Preliminary Investigation: Diversion of Wastewater Flow From
Neptune Beach to the City of Atlantic Beach ~'VVdTP
Ia+~'I' 1.U PROJECT DESCRIPTION AND OBJECTIVE:
DESCRIPTION:
Based on conversations between the City of Atlantic Beach and the City of Ncgtunc B~;aE-'~,
1'vzcptunc BGaCh IS iIitErested u`I the ilivcStlgatlon of elunlnating their wl2Stc:`v~'~ter ~i%~iiait`_v' =i~
+rt~~lsferrin~; some portion of their raw wastewater flow to the City of Atlantic Beach far
ir~atrl;cllt a1~Id disposal. It is presumed that the City of Neptune Beach is seeking this
opportunity as an option to meeting their total nitrogen TMDL allocation recently approved
by EPA.
This s~ ope of ~.~~ork ti~~ill provide preliminary work effort to assist the City of Atlantic Beach
with coordinating with the City of Neptune Beach and its engineers. HDR will in concert
~~Tith Neptune Beach will identify mu~;h flow will be diverted, the mechanisrrl that it wi111:
accomplished and any Isropc>secl rc~ut4(s~) al~cl i~npro~°ei~IC~~ts that Dili Imo; ~~ee-~f~~1~. t=~~ t='r~~
of :^.tlantic Beach's receiving facility (Headwarks) and the City of Neptune beach's system.
43JECTIVE:
It is the intent of the COAB to obtain answers to the four following issues through the
scope of work identified below:
1.1 CONB to transport a portion of the city's untreated wastewater flow from their
wastewater collection system to COAB wastewater transmission system. A portion of the
CONB WW flow will be treated at the COAB WWTP#1 on a permanent basis.
1.2 CONB to transport a portion of the city's untreated wastewater flow frolxl their
~~aste~~~ater collection system to COAB wastewater transmission system. A portion
cif tl~~: C ::t=titiB ~~%W flow will be treated at the COAB WWTP# 1 on a temporary
basis (5 to 10 years); allowing COMB to construct needed improvements to CONE
facility.
F:1Draft Staff Reports`2008 Meetin~t7-14-081NB Task Order -Scope of Work - Final.doc
AGENDA ITEM # 8B
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1.3 CONB to transport the entire city's untreated wastewater flow from their
wastewater collection system to COAB wastewater transmission system. All of the
CONB WW flow will be treated at the COAB WWTP#1
1.4 In combination with any of the options above or as an independent option, COAB
may send approximately 100,000 gpd of reuse quality water to CONB for their use
on potential irrigation sites.
PART 2.0 SCOPE OF SERVICES TO BE PERFORMED BY ENGINEER ON
THE PROJECT:
2.1 HDR will conduct a preliminary meeting with Neptune Beach personnel to
ascertain their interest and the level of commitment. HDR will prepare a
memorandum of understanding (MOU) for use by COAB and CONB in expressing
their desire and cooperation in evaluating flow shedding.
2.2 HDR will obtain and review information provided by Neptune Beach in accordance
with the MOU.
2.3 HDR will provide up to three (3) - 1 hour meetings with the engineer's to discuss
the intent and determine how much flow is being planned to be diverted and how.
2.4 HDR will review the record information on the existing collection facilities and
identify what improvements are needed to the COAB's collection and pumping
system in order to deliver the wastewater flow from Neptune Beach to the Atlantic
Beach plant. This will include a basic level model of those lift station that are
impacted along the route and estimating capital and O&M costs. A suitable point of
connection to the COAB system will be identified.
2.5 HDR will enter the wastewater chazacteristics provide by CONB into the process
model to determine process impacts on the existing facility and any proposed
facility presently being evaluated under the present authorization. HDR will define
needed improvements, if any, and develop capital and O&M costs related to the
improvements for the three alternatives identified above.
2.6 HDR to revisit the reuse distribution and treatment system presently defined as a
part of an existing scope of work for the purpose of delivering 100,000 gpd - AADF
to the southside of Atlantic Blvd. for use by CONB.
2.7 HDR will assess what impacts the wastewater flow from Neptune Beach will have
on Atlantic Beach's TMDL standazds or if it is simply astand-alone project.
2.8 HDR will assist COAB and CONB in finalizing the Best Case-Joint City TMDL
Compliance Costs of the four Alternatives and to determine any cost savinl~~ 30~~
the sharing_program. '
~.9 HDR will prepaze a technical memorandum stating the findings of the work effort
described above.
2.10 If recommendation is to pursue a joint TMDL Compliance Program, present findings to
elected officials at COAB
PART 3.0 OWNER'S RESPONSIBILITIES:
3.1 Provide a meeting space.
3.2 Have a representative available for meetings
3.3 Provide utility maps of the area from Neptune Beach to the Atlantic Beach Facility
on electronic media.
F:\Draft Staff Reports12008 Meetings\'I-14-081N8 Task Ordex - Scope of Work - Final.doc
AGENDA ITEM # 8B
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3.4 Provide pump station data such as run times, pumping curves, operating conditions
and any pump testing data that has been performed. Pump station testing, evaluation
or detailing is not included in this scope.
PART 4.0 PERIODS OF SERVICE: Not Determined
PART 5.0 PAYMENTS TO ENGINEER: The cost for the services shall be lump
sum in the amount of $43,076.00, including all other direct costs. This amount shall not be
exceeded without prior authorization from the City Manager.
PART 6.0 OTHER: None
This Task Order is executed this
day of
20
"OWNER"
BY:
NAME: James Hanson
TITLE: City Manager
ADDRESS: 800 Seminole Rd.
Atlantic Beach, Fl 32233
HDR ENGINEERING, INC.
"ENGINEER"
BY:
NAME: Carol Worsham, ASLA,
AICP
TITLE: Vice President
ADDRESS: 200 W. Forsyth St. Suite 800
Jacksonville, Fl. 32202
F:\Draft Staff Reports\2008 Meetings\7-14-08WB Task Order -Scope of Work - Final.doc