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Item 4B Mw CITY OF ATLANTIC BEACH CITY COMMISSION MEETING STAFF REPORT AGENDA ITEM: Sewer Master Plan Update RFP No. 06-1 ~„ SUBMITTED BY: Donna Kaluzniak, Utility Direct DATE: February 2, 2006 AGENDA ITEM #4B FEBRUARY 13, 2006 BACKGROUND: An update of the City's Sewer Master Plan was budgeted, to include an analysis of the best method for meeting the Total Maximum Daily Load (TMDL) requirements for nitrogen at the City's two wastewater treatment plants. In addition, the Master Plan will address the City's sewer collection system, lift stations, and "~" report preparation for permit renewal at Wastewater Plant No. 1. A final updated Master Plan and Capital Improvement Program will be delivered upon project completion. On January 9, 2006, the City Commission authorized staff to negotiate a contract with the top ranked engineering firm, Applied Technology & Management, Inc. (ATM). ~. As part of the negotiation process, ATM met with staff, completed site visits of the treatment plants, and discussed the amount of documentation and data that the City would be able to provide. Staff has negotiated a contract price of $114,200 for the Sewer Master Plan Update. BUDGET: A total of $130,000 was budgeted for the Sewer Master Plan Update, TMDL ~,,,, engineering, and the Permit Renewal Studies for Wastewater Plant No. 1 under account nos. 410- 5506-535-3100 and 410-5508-535-3100. RECOMMENDATION: Award a contract for the Sewer Master Plan Update to Applied Technology & Management, Inc. in the amount of $114,200, and authorize the City Manager to sign the contract. ATTACHMENTS: 1. Proposal from ATM dated February 2, 2006. REVIEWED BY CITY MANAG ~, ~. AGENDA ITEM #4B FEBRUARY 13, 2006 APPLIED TECHNOLOGY & MANAGEMENT, INC. PROPOSAL FOR ENGINEERING CONSULTING SERVICES ATLANTIC BEACH, FLORIDA PREPARED BY: .APPLIED TECHNOLOGY & MANAGEMENT, INC. (ATM) FOR: DONNA RALUZNIAK FEBRUARY2, 2006 e +~ AGENDA ITEM #4B FEBRUARY 13, 2006 PROPOSAL FOR ENGINEERING CONSULTING SERVICES ATLANTIC BEACH, FLORIDA ~. __ - INTRODUCTION Applied Technology & Management, Inc. (ATM) is pleased to submit this proposal for engineering services to update the City's 2006 Sewer Master Plan (SMP) and 10-Year Capital Improvement Plan (CIP) for wastewater treatment and collection associated with the City's Request for Proposals (RFP) #06-1. The projects associated with the City's RFP are divided into two phases. Phase 1 involves updating the SMP and the CIP. The previous CIP was completed in 2000 and only included an evaluation of the sewer collection system. With the anticipated Total Maximum Daily Load (TMDL) requirements for the City's wastewater effluent discharge to the ~. St. Johns River, the 2006 SMP update will include an evaluation of the wastewater treatment facilities and planning level update to the CIP for addressing TMDL issues. Additionally, the ~. City requests an evaluation of their sludge handling process and recommendations for any additional improvements to wastewater treatment Phase 2 involves the permit renewal of Wastewater Treatment Plant (WWTP) No. 1. This will include completing and updating the reports required by FDEP for permit renewal. Based upon our understanding of the project goals, ATM proposes the following scope of services. ~,. ~.. , ~+• ~. 1 !°~" AGENDA ITEM #4B FEBRUARY 13, 2006 SCOPE OF SERVICES e~ PHASE 1-UPDATED SEWER MASTER PLAN AND CIP ~. To develop the Updated SMP, the ATM Project Team will break the overall task into sub-tasks with individual Technical Memorandum (TIV1) deliverables. The TMs allow the City to review ~. and comment on ATM's progress as portions of the overall task are completed. The TMs will provide the City with the general budgetary information necessary for their project budgeting ~ estimates, which we understand will be due in Apri12006. We recommend that these TMs serve as the 6G% submittal described in the City's RFP. The 90% SMP submittal will be the compiled version of the SMP, which will be in the form of the final Master Plan. After addressing the City's 90% comments, ATM will submit ten hard copies and one digital copy of the final Master Plan. ~,,, Prior to beginning the project, we propose to conduct a project kick-off meeting with the City. The goal of the meeting will be to provide general information and introductions between ATM team members and the City staff. Following our meeting, ATM will issue a request for historical documents to support development of the SMP. Additionally, we ask that the City identify the staff that will be our direct contacts for the various tasks associated with this project. At the kick-off meeting, we will begin developing the decision matrix which will be used to prioritize projects associated with the SMP. ATM will issue a document summarizing the meeting minutes and a draft of the decision matrix we develop. Following receipt of the City's comments, the formal matrix will be developed and submitted to the City for final review. Subsequent to the project kick-off meeting, project meetings will be held at approximately monthly intervals. 2 ~.. ~"" AGENDA ITEM #4B FEBRUARY 13, 2006 Phase 1.1- WWTP EVALUATION Task 1.1.1-WWTP TMDL Evaluation The Ciry of Atlantic Beach owns and operates two wastewater treatment facilities (VU~X~'I'Fs), identified as Plant No. 1 (1100 Sandpiper Lane) and Plant No. 2 (739 Renault). Each of the •~. facilities discharges to the St. Johns River. Secondary treatment is currently required at these facilities, which will likely change due to anticipated regulatory requirements. The objective of this project will be to identify the most economical options available to the City to meet these future regulatory requirements. " Facility Inspection and Data Review -This task will begin with an initial site visit to each facility and a review of existing information to establish alternative concepts for upgrade and expansion. Information that will be required for review may include, but will not necessarily be limited to, ~, the following: • Legal description and boundary survey of each site e.. • Copies of previous reports, master plans, permit applications, design documents, record drawings, and other information relevant to prior work at each facility • Operating data for each facility, including process control data and monthly operating reports submitted to FDEP ,~. • Record construction documents, operations and maintenance data, and regulatory correspondence Wastewater Characterization -The ATM Project Team will assist in obtaining wastewater data that the City maintains in conformance with their operating permits. Additional wastewater characterization is recommended in the future, but will not be performed at this time. Process Modeling -Using current influent flows and wastewater characterization data developed above, a static wastewater process model using BioWin® will be developed. ATM's proposed effort is strictly planning level in nature and will require a more rigorous analysis during the design of any identified improvements. aw , 3 ~" AGENDA ITEM #4B FEBRUARY 13, 2006 ~. Hydraulic Modeling -The existing hydraulic profile will be reviewed to identify any restrictions that may be considered for obtaining future capacity. This effort will result in a recommended approach for further hydraulic analysis. Identify Options for Meeting Future Goals - It is envisioned that these facilities will be evaluated with the intention of meeting three treatment levels as follows: • Optimize the Current Facilities and Maximize Nutrient Removal ^ Meet above performance but provide effluent filtration ^ Meet advanced wastewater treatment standards The completion of this task will rely heavily on the regulatory changes anticipated from FDEP. Therefore, as part of this task, discussions will be held with FDEP to identify any specific constraints that exist. Options for consideration will be developed at this time, and this "" proposal is based on developing cost estimates for three major process options. Evaluate Options -For each of the identified options, a proposed plan and associated costs will be developed for consideration. Planning level costs will include capital costs and annual costs (ie, electrical power, chemical, labor, etc.). ,•, Task 1.1.2 -Sludge Evaluation The ATM Project Team will conduct a general evaluation of the Ciry's existing sludge handling facilities. This will include discussions with operations staff to confirm that the current practice meets toxicity and paint filter tests required for acceptance of the sludge by the landfill. Since future sludge production quantities may vary based on population growth and the treatment method chosen to address the TMDL, ATM will determine the facility's capacity for treating future sludge quantities on a percentage of excess capacity basis. Our analysis will include a general cost comparison of the existing system and an alternative system, likely a sludge belt press. 4 '"'' AGENDA ITEM #4B FEBRUARY 13, 2006 ~„ Based on our discussions with the City, we understand that a general analysis is preferred to a full engineering report. As such, background information will be obtained from operations ~ staff and previous reports. The findings of this general analysis will be issued in a short (approximately 2 page) TM for inclusion in the SMP. Task 1.1.3 - WWTP Recommendations This Task focuses on identification of upgrades and modifications that may be necessary at ~. the WWI'1''s due to equipment condition, regulatory changes, and efficiency reviews. During site visits for previous tasks, major process components that may require replacement within the next 10 years will be identified. The ATM Project Team will identify expenditures that are required, but may not be associated with process improvements. The ~"" developed replacement plan will be in addition to improvements necessary to accommodate future growth or future effluent disposal requirements. The replacement plan will provide ~' budgetary information for the CIP and will be developed using planning level cost estimates. Phase 1.2 -SEWER SYSTEM EVALUATION Task 1.2.1 Pump Station Evaluation Atlantic Beach has added three new pump stations since the 2000 SMP, for a total of 31. ATM proposes to visit all of the pump stations for a visual condition assessment. During the site visits, ATM will interview maintenance personnel to identify any ongoing operational issues. ATM's proposal is based on the majority of the stations being in good working condition. We have allotted additional time to visit select (up to ten) stations that may require a more thorough assessment due to their poor condition or operational issues. ~"' ATM's proposal is based on the majority of the stations operating as described in the 2000 SMP or as designed if they were added after the SMP. ATM's pump station evaluation will identify general improvements necessary to maintain functionality and regulatory compliance. The assessment will consist of visual observations and anecdotal information provided by the City. Mechanical inspection and evaluation of components is not expected as part of this project. 5 AGENII~A ITEM #4B FEBRUARY 13, 2006 a.. ~.,, To conduct this evaluation, a member of the ATM Project Team will visit the selected pump stations with a designated City staff member. To gain comprehensive understanding of the system and any issues, we recommend that the City assign a staff member with hands-on knowledge of the pump stations and their operation. ATM will develop an evaluation information sheet that identifies specific criteria, equipment information, and condition rankings that will be completed for each site. These sheets will form an Appendix in the SMP and will provide baseline data for future inspections. ATM's proposal is based on the following technical data for each station being readily available: • Current equipment information ATM will issue a TM to the City which summarizes the findings of the pump station '~"" assessments. Necessary rehabilitation projects will be identified and prioritized in the TM, which will be structured for future inclusion in the SMP. Task 1.2.2 -Inflow & Infiltration Evaluation This general work effort will include an evaluation of city records and plans, staff interviews, ~. field investigations and review of the previous SMP to determine the specific sewer areas that contain defects and/or contribute inflow and infiltration (I&I) to the city sewer system. ~. The rehabilitation program will include the development of repair or new construction alternatives and associated costs. This program and associated improvements will assist in the reduction of I&I flow that overloads the wastewater collection system and wastewater treatment plant. The identified improvements for the sewer system will be intended to ~'" reduce the potential for cave-ins, overflows, point repairs and blockages and to help minimize the City's emergency repairs. This task includes the following items: • Review of existing as-built drawings, television logs, manhole inspection reports, and lift station pump data and records • Interviews with long term City operations and maintenance personnel to determine trends, types, age, and locations of problems. 6 AGENDA ITEM #4B FEBRUARY 13, 2006 ~,. ~- • Review of previous SSES, I&I reports, SMP, etc. • Review of wastewater treatment records to determine base daily and peak flows • Review of sanitary sewer system overflow records, cave-ins, blockages, and cleaning (jetting of lines) ~+ • Limited onsite inspections of manholes and gravity sewers to verify conditions • Identification of location of problem areas, such as pipe failures, flooding of manhole tops, frequent point repairs of sewers, overflows, etc. ~, ATM's proposal and plan for evaluation is based on City staff providing valuable assistance in identifying the most problematic areas. A gross assessment of I&I will be developed for each collection system, based on a flowrates at each treatment plant. ATM proposes to •. focus on investigation of necessary rehabilitation projects in the areas identified by City staff and the unimproved areas identified in the 2000 SMP. If more comprehensive assessments ~. are necessary, such as smoke testing of pipelines and service laterals, ATM will notify the City. ATM will issue a TM to the City which summarizes the findings of our evaluation and '~ identifies the capital costs associated with the rehabilitation projects. Necessary projects will be identified and prioritized in the TM, based on the matrix developed with the Ciry. Task 1.2.3 -Update Documents Using a combination of data gathered in previous tasks and data directly provided by the City for this task, ATM will update the following Atlantic Beach documents with current information: ~. • Schematic pumping diagram in AutoCAD • Pump station equipment lists will be updated for new or modified pump stations - up to ten stations total. • Pumping capacities will be updated for new or modified pump stations - up to ten stations total ATM's proposal is based on previous documents being electronically available for our use and only requiring updating. We will request these items prior to beginning field investigation of the above tasks. 7 AGENDA ITEM #4B FEBRUARY 13, 2006 Task 1.3 -MASTER PLAN UPDATE & 10-YEAR CAPITAL IMPROVEMENT PLAN Using information from the previous SMP and the data gathered in previous tasks, ATM will update the Sewer Master Plan and 10-Year Capital Improvement Plan based on the City's anticipated 10-year needs. The SMP and CIP will document the necessary planning and ~,. engineering work that will be required to accommodate the anticipated TMDL and will provide a recommended approach to maintain the level of service identified by the Ciry over the next 10-year period. "~ The SMP will provide an assessment of existing facilities and will address current and expected deficiencies in the system. It will include population projections, and '~" recommendations for expanded, upgraded or new treatment and collection facilities necessary during the planning period. Cost estimates and project scheduling will be +!~ provided for the proposed capital improvements. The SMP will include the following sections: Executive Summary - The executive summary will summarize the findings and recommendations in the SMP. Introduction -The introduction will provide the basis for the SMP. It will contain background information on the City and its facilities, discussion on issues facing the sewer system, and a description of the scope and intent of the SMP. Existing Seaver System -This section will describe the City's existing facilities. It will be yew divided into sub sections for the two W~XrIT's and collection systems. ATM's proposal is based on the City providing the following maps/figures for inclusion in the SMP: • Service area map • Sewer collection system map • Current and future land use maps 8 ~. AGENDA ITEM #4B FEBRUARY 13, 2006 Sewer Flow Projections -Flow projections for each pump station basin and the overall collection system will be developed through the year 2016. ATM's proposal is based on population projection through the year 2026 being readily available from the City. Sewer System Evaluation -The TM developed in a previous task will be modified for inclusion in the SMP. It will identify issues and necessary projects associated with pump stations, forcemains, and gravity systems based on condition assessments and interviews with City personnel. . 1~astewater Treatment Evaluation -Wastewater treatment was not addressed in the 2000 SMP. Therefore, this Section will be created through evaluation and general analysis of the City's '"" two WWTPs. The process and hydraulic analysis described in previous tasks will form valuable baseline data and result in a general understanding of the Ciry's facilities. Capital Improvement Plan -Using the recommended projects and evaluation matrix described in the SMP, a 10 year CIP will be developed. The plan will identify a timeline for recommended project execution, and ATM will work with City staff to reconcile our recommendations with the City's "pay as you go" budget. The CIP will include a summary of the recommendations, an opinion of probable cost, and a description of the ranking procedure used to prioritize them. As described earlier, ATM recommends that the TMs developed in previous tasks serve as the 60% SMP and will be submitted at the completion of the associated task. ATM will submit a 90% SMP and CIP report for the City's review. After addressing the Ciry's comments, a final SMP and CIP will be issued. Following acceptance of the final SMP, the ATM Project Team will present our findings to the Ciry Commission in PowerPoint format. ATM's proposal is based on updating the existing SMP document and not developing an entirely new document. 9 ~. """ AGENDA ITEM #4B FEBRUARY 13, 2006 ~, PHASE 2 -REPORT PREPARATION AND FDEP PERMIT RENEWAL To facilitate renewal of the FDEP Permit for WDUTP No. 1, ATM will perform the '"' following tasks. For each task, ATM will provide the City with three copies of the draft report, ten hard copies of the final report, and one copy of the final report in digital format. With information determined through the course of this project, ATM will assist the City with development of the Capacity Analysis Report. Pertinent information, such as population projects will be used by ATM to complete other portions of this overall project. Ultimate responsibility for the report and submittal to FDEP will remain with the City. ~,. Task 2.1-OPERATIONS AND MAINTENANCE PERFORMANCE REPORT The ATM Project Team will prepare an operations and maintenance performance report in conformance with current FDEP requirements. The report will focus on comparing current operations and maintenance practices with generally accepted industry standards. The field work will be performed in conjunction with the previously described tasks. Task 2.2 -REUSE FEASIBILITY STUDY ~a. ATM proposes to update the costs section of the existing reuse feasibility report. The opinion of probable cost will be updated with 2006 cost estimates and will be indexed to the ,,~, Engineering News and Record Index to facilitate future cost comparisons. The updated opinion of probable cost will be issued to the City in the form of a short TM. ATM's analysis will be limited to only updating the costs and will not include verification of reuse feasibility or material quantities. ATM's proposal is based on the combination of the previous report and TM update being sufficient to meet FDEP requirements for the permit application. Task 2.3 -FDEP PERMIT RENEWAL FOR WWTP No. 1 The ATM Project Team will prepare the necessary FDEP permit application package consisting of Forms 1 and 2A, as well as compilation of the above reports. The City will be responsible for the permit application fee. This task includes preparation of the application forms, one pre-application meeting with FDEP, and one response to one request for additional information. Due to the unknown nature of this permit application and how it 10 ~. AGENDA ITEM #4B FEBRUARY 13, 2006 ~„ relates to the TMDL issue, ATM's proposal is based on a typical permit renewal process. However, this proposal does not include work and disciplines outside of this approach, ~ including legal opinions and representation, river modeling, public protest resolutions and other potential issues that may arise. 11 ~. AGENDA ITEM #4B FEBRUARY 13, 2006 ^. PROJECT SCHEDULE AND SCOPE ITEMS The ATM Project Team proposes to complete the work in a manner to meet the three main project milestones of budgetary CIP costs in April, submittal of the permit application by July 30, 2006, and project completion by September 30, 2006. We propose the following initial ~. schedule: ^ Prepare TMs within 3 months of Notice to Proceed ^ Submit FDEP Permit Renewal Application by July 30, 2006 ^ Complete SMP and CIP within current budget year (by September 30, 2006) A more detailed schedule wiil be developed with input from the City during the project kickoff ~"' meeting. ATM appreciates the opportunity to submit this proposal. ATM will provide a formal contract upon your review and approval of this proposal. A task and professional labor cost summary table is provided below. ~. 12 w A(i1:NllA 1'1'L~ 1V1 iF41i FEBRUARY 13, 2006 TASK AND COST SUMMARY TABLE TASK ESTIMATED FEES/COSTS PI-IASE 1 - S1~1P &CIP UPDATE - Phase 1.1 - WWTP Evaluation - Task 1.1.1 - VUWI'P TMDL Evaluation $ 30,000 Task 1.1.2 -Sludge Evaluation $ 3,000 Task 1.1.3 - WWT'P Recommendations $ 3,100 Phase 1.2 -Sewer System Evaluation Task 1.2.1 -Pump Station Evaluation $ 18,450 Task 1.2.2 - I&I Evaluation $ 20,700 Task 1.2.3 -Update Documents $ 5 000 Phase 1.3 -Master Plan Update &CIP $ 17,800 PHASE 2 -PERMIT RENWAL Task 2.1 - O&M Performance Report $ 7,500 Task 2.2 -Reuse Feasibility Study $ 3 100 Task 2.3 -Permit Renewal for WW'I'I' No. 1 $ 5,550 ESTIMATED TOTAL PROFESSIONAL LABOR & PRODUCTION $114,200 * This task will be billed on a Time and Materials basis, but this is an estimated value for planning purposes. 13 ~.